CHECK REQUEST

• In cases where a check is request in advance, contact Pat Chapman (ext. 5303) in advance of the check run.  Also, note on the PO – CHECK REQUEST.
• Send all back-up (invoices, registration, etc.) in order for Pat Chapman to know to pay.

 

CHECK RUNS

GENERAL FUND: Check runs will occur the 10th and 25th of each month.  All paperwork must be received in advance.  Otherwise, the check will be processed in the following check run.

ACTIVITY FUND: Check runs occur every Monday and Wednesday.  All paperwork must be received by noon on the day of the check run, for the check to be issue.  Otherwise, the check will be processed in the following day check run.

 

EMPLOYEE STIPENDS

Any employee that performs work for the district, other any their original assignment (referring, tutorials, etc) must go through payroll, not a professional service.

 

FIELD TRIPS

Field trip expenses will be advanced to the employee through an issued check.  Upon completion of the trip, all receipts and if applicable, unused money, is due to the Business Office within 5 days.

 

GIFT CARDS

No gift cards may be purchased due to auditing guidelines.

 

MAIL

Steps for preparing mail to be stamped:

• Place envelopes in the same direction
• “Nest” the flaps of the envelopes, if not sealed.

 

Deliver mail by 3:00 PM on Monday – Thursday to be stamped for the following day.

Deliver mail by 3:00 PM on Friday to be stamped that day.

All mail received after 3:00 PM will go out the next day.

 

REGISTRATION: Trainings, conference, workshops, etc.

If a PO will not be accepted, (1) a check will be issued to the employee in their employee’s name for the exact amount to cash and pay the registration or (2) a check will be issued to the vendor hosting the training in the exact amount due. Must bring back invoices and any amount of over advancement.

 

Two (2) copies of the registration form must be sent with CHECK REQUEST.

 

TRAVEL PROCEDURES

• TRAVEL REQUEST: Employee must have approval to be absent from regular school duty, even when absence is at your expense.  Deductions from pay for absences are determined by board policy.  RETURN all copies to the BUSINESS OFFICE 15 days prior to absence.
• Request “GOVERNMENT RATES” when making travel arrangements.
• Regarding hotel expenses: (1) a check will be issued to the employee in their employee’s name for the exact amount to cash and pay to the hotel or (2) a check will be issued to the hotel in the exact amount due. (NOTE: Exact amount includes: hotel rate, city/county tax, & parking fee).  Must bring back invoices and any amount of over advancement.
• All transactions with a hotel require a TAX OCCUPANCY/TAX EXEMPTION form to show proof of Tax Exemption.  If parking is separate from hotel expenses, a separate Tax Exemption form is required.
• The district will not cover miscellaneous expenses of a hotel (room service, movies, phone calls, etc.).
• The same guidelines on Airline Tickets.